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COVID-19 Update:
Vaughan Council is committed to ensuring a fulsome and transparent public consultation process while safeguarding the health and safety of all staff and citizens until in-person meetings are permitted. While Vaughan City Hall remains closed to the public, citizens can participate in meetings and have their say by:
· submitting a written communication for review by Members of Council as part of an agenda item. All written communications can be emailed to the Office of the City Clerk at clerks@vaughan.ca.
· making an electronic deputation via teleconference (through a computer, app or by phone) live during the meeting. To pre-register to make an electronic deputation at the meeting, please send a completed Deputation Form to clerks@vaughan.ca or call Access Vaughan at 905-832-2281. You must provide a valid email and/or phone number to make an electronic deputation.
Requests must be received by noon on the last business day before the meeting.
As part of the City of Vaughan’s commitment to open and accessible government, Council encourages you to get involved in the decision-making process.
If there is a matter on a committee agenda you would like to address, you can speak during a public meeting – the City calls this a deputation.
If you wish to speak at a committee meeting, your name and address will appear on the public record, which will be posted online following the meeting.
Speaking at committee meetings
You can make deputations at the following committees of Council:
Tips for speaking at a Committee Meeting
· Ensure you have all relevant documents and information about the matter you are speaking about.
· Introduce yourself before you start your deputation – provide your name and address.
· Highlight your key points related to the agenda item.
· Remember the time limit – you will have five minutes to speak.
· Address Council through the Chair of the meeting (example: “Through the Chair, I am here today because…”).
· Larger groups or organizations should appoint a single representative to speak on behalf of everyone.
After your deputation is finished, Members of Council may ask questions. It is common not to receive an immediate answer to your issue(s) at the meeting – it may be referred to other City staff for further information or action.
· Deputations must be related to municipal matters and within the City’s boundaries (outlined in the Municipal Act, S.O. 2001, c.25).
· Matters that relate to other City staff will be directed to those departments.
· The City Clerk will apply the rules and principles of the City Procedure By-Law 7-2011 (PDF) when considering deputation requests.
Written communications
· Written communications are documents submitted for review by Members of Council or a Committee as part of an item on an agenda.
· Members of the public can provide written communications to Council Meetings and Committee Meetings.
· The deadline for submitting a written communication is noon on the last business day before the scheduled meeting.
· You may submit a written communication in person to the Office of the City Clerk at Vaughan City Hall, 2141 Major Mackenzie Dr., or by email to clerks@vaughan.ca.
· You can submit a communication without attending the meeting.
· Your name and address will appear in the public record, which will be posted online following the meeting.
Written communication guidelines
· The communication must be legible on standard letter-size paper (white and single sided).
· The communication must relate to a matter on the agenda.
· The communication needs to clearly state the request or message you wish to convey.
· The communication should include your name and contact information.
Other ways to contact Members of Council
Speaking at a Committee Meeting isn’t the only way to reach Members of Council. You may telephone or email your comments directly to the Member of Council of your choice.
Questions can also be directed to Access Vaughan – the City’s Call Centre – at 905-832-2281 or accessvaughan@vaughan.ca.
Office of the City Clerk
Phone: 905-832-2281
Email: clerks@vaughan.ca
Location:Vaughan City Hall, Level 1002141 Major Mackenzie Dr.Vaughan, ON L6A 1T1